Reprographics and Document Management Services

The County of Orange, California is requesting competitive bids for Reprographics and Document Management Services through an electronic-only solicitation, with bids due July 3, 2026 at 2:00 p.m. A 5% preference deduction applies during evaluation for vendors certified as Orange County Local Small Business (OCLSB) or Disabled Veteran Business Enterprise (DVBE), with an 8% preference for certification as both.

The scope covers large-format and small-format printing and copying, color printing, digital services, scanning, document management systems, binding, mounting, signage production, and specialized graphics to serve 22 County departments and over 18,000 employees throughout Orange County. The contractor must maintain telephone coverage 8:00 a.m. to 5:00 p.m. Pacific Standard Time, five days per week, respond to standard requests within one business day, and handle emergency requests within one hour with a guaranteed two-hour response time on rush orders. Services are priced on a firm fixed-fee, unit-pricing basis across 257 line items including per-square-foot charges for large-format prints, per-item charges for copies and specialty services, hourly labor rates for installations and consultations, and flat-rate delivery fees. The contractor must maintain adequate vehicle fleet with dispatch systems and online document management capabilities for bid distribution and plan holder tracking.

The contract is effective August 1, 2026 through July 31, 2031 with no automatic renewal. Compensation structure requires pricing for services with a percentage discount applied; the contractor pays a mandatory 2% administrative rebate on total sales from subordinate cooperative-agreement contracts quarterly to the County. Insurance requirements include Commercial General Liability at $1 million per occurrence and $2 million aggregate, Automobile Liability at $1 million combined single limit, and statutory Workers' Compensation coverage.

Bids must be submitted electronically through the County's procurement portal at https://procurement.opengov.com/portal/ocgov; all late submissions are rejected. Bidders must provide SAM.gov confirmation, valid UEI number, California Secretary of State registration, D-U-N-S number, federal taxpayer ID, active California contractor's license, three non-County references, debarment certification, staffing plan, non-collusion declarations, and Levine Act campaign contribution disclosures. Bid prices remain valid for 365 days following the closing date.